Fiscal Year 2012: July 1, 2011 - June 30, 2012

•  April 15, 2012
  • First day that jobs can be Listed for the 2012 Summer Semester.
  • First day that rehires can be submitted for the 2012 Summer Semester
  • New hires can be submitted electronically after jobs have been listed for a minimum of 3 days (all applicants must be considered)
• May 11, 2012
• Last day that a student employee can work if graduating or transferring at the end of the Spring Semester.         
• May 14, 2012
  • First day of summer classes. Institutional student employees can begin working under summer eligibility.
• May 15, 2012
• Last day a student employee can work under spring eligibility (only eligible if they are continuing for summer &/or returning for fall.)
• May 16, 2012
• First day that a Federal Work Study student can begin working for the 2012 Summer Semester.
• Summer FWS students cannot work prior to this date due to the payroll period (May 1-15) not lining up with the beginning of the summer semester. Any hours worked prior to May 16 will be credited towards the student’s Spring eligibility.
• June 30, 2012
  • Last day of 2012 Fiscal Year.

JobX Supervisors User Guide

JobX Users Workshop Handout

Editing the Online Job Application

New Feature: Resume Uploader - Students can now upload a resume (Word, PDF, or text file) as a part of their application.

• JobX Resume Upload - Employer Process
• JobX Resume Upload - Student Process

New Feature:   Application Validator (Work Study positions only) - Before being able to submit an application for a FWS job, the site will now require students to enter their student ID number, and will not allow them to apply if they do not have an award.

• Please note that it does not guarantee the student is eligible, as it does not currently check credits and will not reflect if they have a hold on their account that makes them ineligible.
• Enrollment and FWS eligibility will be validated at the time of hire.

The purpose of this manual is to provide the supervisor with a ready reference source that will answer questions concerning student-employee employment, orientation, supervision, evaluation, payroll, termination, and grievance procedures.

The Student Financial Aid Office, Box 8371, Twamley Hall, Room 216, telephone (701) 777-3121, has overall responsibility for administering, organizing, maintaining, directing and supervising the student employment at the University of North Dakota. The Institutional Employment Program is managed by the Student Financial Aid Office.

"Student Employment" includes work paid through the Federal Work-Study Program as authorized by Title IV, Part C, of the Higher Education Act of 1965 as amended, or paid through institutional funds as budgeted and approved by the Council of Deans, Vice Presidents and the President of the University of North Dakota under the regulations of the Board of Higher Education and the State Legislature. The differences and similarities in procedures for these programs are outlined in this guide.

If students continue to work for a department after the end of an academic year, the department must determine the students continued eligibility for student employment and reappoint them. Summer appointments must be made separately from academic year appointments.

Generally, students must be enrolled and attending class to be eligible for student employment. For student employees, the university does not normally contribute to the Federal Insurance Contribution Act (FICA) program or the Job Insurance program. Pursuant to Internal Revenue Service guidelines, some students may have FICA withheld from their pay during the Summer Semester.

Federal Work-Study Program (FWS) Funding

The Allocation Committee will approve a dollar "base" amount for each department each fiscal year (July 1 to June 30), depending upon the availability of federal funds. The departmental “base” funding is the total amount of money the department has available to pay students employed under the Federal Work-Study Program during a fiscal year. Funds are composed of 75% Federal dollars and 25% UND matching dollars. The number of positions hired is determined by the departmental funding and how the department intends to budget the use of that amount (i.e. concentrate most of the earnings during the fall or spring semester, or spread earnings evenly throughout the fiscal year). In addition, each student with Federal Work Study funding has been awarded an annual amount that represents the maximum they may earn.

Institutional Employment Program (INST) Funding

Institutional Employment for student employees is funded 100% from the departmental budget. The amount for each department is determined by the University's Budget Committee. Any change in this amount should be requested at the time other budgetary items are considered each fiscal year. There is not limit on how much as student may earn, but we recommend students work no more than 20 hours per week.

All available student positions will be posted on the employment website.  To have a position posted, the hiring department must submit their job posting through JobX: https://und.studentemployment.ngwebsolutions.com/.

Positions will be posted approximately three days prior to the start of each semester.

Departments that choose to also advertise positions elsewhere on campus (i.e. student newspaper, bulletin boards, etc.) should direct students to apply through the student employment website www.und.edu/employment.

In accordance with UND's Equal Employment Opportunity policy, positions must be listed for a minimum of three school days before the department may hire a student. However It is not necessary to list a position if it is to be filled by a student who is currently employed or has recently been employed by the department. For Institutional Employment only, during the Spring and Fall Semesters, use the institutional rehire provisions for any student being re-employed who worked for the department during the most recent academic year, including the Summer Semester. During the Summer Semester, use the institutional rehire provisions for any student being re-employed who worked for the department during the most recent Spring or Fall Semesters.

In the event that student help is needed immediately for a very limited duration, the three day listing period for Institutional Employment may be waived by the Student Financial Aid Office. Very limited duration is defined as "one time only" for a period not to exceed a total of 40 hours; however, prior approval by the Student Financial Aid Office must be obtained in order to bypass the listing and referral card procedures. Federal Work Study positions must always be posted & hired online.

Departments such as Dining Services which have an immediate need for a large number of employees may begin hiring before the three day posting requirement ends if the department has other available positions of the same nature and at the same rate of pay. The department must verify the student's eligibility for employment through JobX BEFORE THE STUDENT ACTUALLY BEGINS EMPLOYMENT.

With prior approval by the Student Financial Aid, Cooperative Education and Internship positions may be exempt from the listing requirement.

1. A Cooperative Education position is practical work experience related to the student’s major which is performed for both pay and class credit. Cooperative Education positions are handled through the Cooperative Education Department.
2. An Internship is an in-service academic experience designed to enhance a student’s education/career goals. Internships are approved by the student’s academic department and may be either paid or unpaid. Management of the intern selection process is the responsibility of the academic department and must meet equal opportunity requirements of the university. Any questions concerning a department’s responsibilities for equal opportunity in hiring should be addressed to the Affirmative Action Office.

Other exceptions may be approved on a case-by-case basis by the Director, Student Financial Aid.

The Student Financial Aid Office is responsible for approving the classification of jobs. Classification should be determined by the hiring department prior to the time of the job listing. Positions not listed in the below examples may be discussed with the Student Financial Aid Office. Unique working conditions may warrant a higher classification.

To provide equal pay for equal work, all student employees shall be paid according to the rate corresponding to their job classification regardless of the source of funds from which they are paid. Wage rates are established in accordance with existing federal minimum scales and State of North Dakota laws. The wage rate must be appropriate and reasonable in light of such factors as type of work performed and the proficiency of the student. All salary increases (whether for merit, increased responsibilities, or seniority) will be reviewed by the Student Financial Aid Office to ensure comparative equality among all student employees doing similar work. When a student has been employed by a department at the same job part-time during two school terms or full time during the summer, a pay raise of $.20 to $.25 per hour is recommended.

Student Employment Classification System

Following are hourly wage ranges and classification descriptions for the five student wage classifications, as well as examples of jobs that fall into various classifications. Wage rates for these classifications may change due to increases in the minimum wage. An update on wage rates along with examples of the types of positions will be sent to the departments when such changes occur. The minimum wage increase is effective July 24, 2009.

Student Classification Wage Ranges and Classification Descriptions

LEVEL I---$7.25*-$10.00

The entry-level positions may require few special skills and little or no previous training or work experience, although some positions may require previous training, experience or knowledge. A minimum amount of training is necessary to prepare the employee for work. Employment is generally of routine nature and supervised. These jobs may require a range from little decision-making to independent decision-making.

*Minimum wage increase effective July 24, 2009

LEVEL II---$10.01-$13.49

Considerable training or experience required. In some cases, the position may require specialized skills documented by a certificate or degree or years of experience. The student is supervised in a limited manner and in some instances has supervisory responsibilities.

LEVEL III---$13.50+ (unless meet criteria for Level IV below)

Submit a detailed description of job responsibilities and necessary qualifications.

Student Employment Wage Justification Form

This PDF form can be completed and signed digitally or it can be printed and mailed to the Student Financial Aid Office (Stop 8371).

LEVEL IV---$15.00-$25.00

Masters/Doctorate students only. Position requires a high level of knowledge and/or previous experience. Students work independently, and often exercise a significant level of supervisory responsibilities.

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When students are employed by more than one department on campus, it is the responsibility of the employers to coordinate hours worked and student earnings. If the student works more than 40 hours per week, the departments will share the overtime cost.

All undergraduate students must be paid an hourly wage, except the Director of Student Financial Aid may grant, on an individual basis, an exemption for Institutional positions when the hiring department has justified payment of a salary. In all cases:

1. Student employees must be paid the minimum wage established by the North Dakota Department of Labor.
2. Student employees must be paid overtime for all hours worked over 40 hours per week. This includes salaried student employees.
3. Student employees must be paid for all time worked. A supervisor may not accept voluntary services from any paid employee.

Examples of Positions

LEVEL I

• Routine Dining Services work including dish washing, operating cash register
• Routine laboratory work such as dish washing, preparation of solutions and media
• Routine clerical work such as simple filing, incidental typing, operating duplication machines, mail sorting and carrying, answering telephones
• Custodial work such as dusting, sweeping, mopping, emptying wastebaskets
• General ground work such as weeding, planting flowers, lawn mowing
• Usher and store clerk, ticket sales, information desk
• Typing work that requires some decision making beyond basic grammar and format; may include some editing and proofreading
• Stenographic work involving simple interpretation of tests or involving complex procedures
• Basic research work such as searching bibliographies, data collection
• Supervising recreational activities, officiating sports events
• Basic drafting, truck driving
• Night building attendant, building security
• Language laboratory attendant
• Social and community action aide
• Health profession aide
• Computer terminal operator, computer input/output clerk
• Visual aids operator
• Theatrical assistant, sewing costumes, applying makeup
• Teacher assistant, grading papers, monitoring tests
• Lifeguard
• Day care assistant

LEVEL II

• Student patrol and parking assistant
• Office assistant with considerable experience and knowledge of the particular office
• Editorial work
• Artist or musician
• Computer programmer
• Maintenance of financial records requiring advanced knowledge
• Advanced supervision of recreational activities requiring special qualifications, coaching
• Tutoring and advising
• Peer counselor
• Reporter, radio announcer
• Skilled drafting work
• Master tutor
• Certified flight instructor
• Roofer
• Skilled labor such as furniture moving, landscaping, painting, carpentry
• Reading efficiency facilitator
• Research work which requires a bachelor's degree in that field to perform the work

LEVEL III

• Approved by Request

LEVEL IV

• Graduate teaching, research or service assistant

Students apply for positions on the JobX website; the link is found on the Student Financial Aid Website. Departments will be able to determine eligibility for hire through JobX.

Federal Work-Study Program (FWS)

This is a federally funded program designed to aid students with a demonstrated financial need. Application for this program must be made each year by filling out the FAFSA. To be eligible a student must:

1. be a citizen of the United States or a eligible non-citizen.
2. be enrolled at least half time (6 credits) at UND.
3. be making satisfactory academic progress toward a degree as defined by the University.
4. have financial need.
5. be registered for the draft with Selective Service if male, and at least 18 years old and born after December 31, 1959, and not a current member of the active armed forces.

The student must also:

1. Have a completed FAFSA (Free Application for Federal Student Aid) on file at the Student Financial Aid Office. If funding permits a summer program, the student must also complete a summer application.
2. Acknowledge acceptance of the aid within 30 days after receiving an award letter.
3. Students must meet the Satisfactory Academic Progress standards for financial aid eligibility.

Off-Campus Federal Work-Study Program

Institutions of higher education may place eligible Federal Work-Study students in positions with a public or private non-profit organization which is free of all political involvement and religious activity including construction, operation or maintenance of any part of a facility used for religious worship or sectarian instruction. In addition, the student employee may not displace a regular employee; fill a job vacant because of a strike; or do work which primarily benefits members of a limited membership organization.

If the organization is approved, a written contract will be made between the Student Financial Aid Office and the authorized representative of the employing organization. The contract specifies the employer's responsibilities for participation in the program and must be signed by both UND and the participating employer before a student may begin employment.

In accordance with the contract, UND will initially pay all compensation for student employees. The off-campus agency will be billed by UND monthly for the 25% matching share of wages and the total employer's share of workers compensation.

Institutional Employment

In order to be eligible for an Institutional position, a student must be enrolled at least half-time and attending class. However, exceptions are made during the Summer Semester for students who were eligible during the immediately preceding Academic Year.

Students no longer need to pick up a "referral” card as in previous years. Students apply for positions through JobX. Departments will be able to determine eligibility for hire through JobX.

International Student Employment

International students are normally not eligible for employment through the Federal Work-Study Program. Only those persons classified as citizens, permanent residents of the United States, or those providing evidence of their intent to become permanent residents of the United States are eligible to receive federal funding.

An international student may be employed on-campus under the Institutional Program, but may not work off-campus unless appropriate permits are obtained from immigration officials. When hired on-campus, all international students are required to personally contact the Payroll Office to verify appropriate tax procedures.

Any questions, regarding international student employment should be directed to UND's Immigration Specialist at (701) 777-4118.

Other On-Campus Work

• Veterans Work-Study (V.A.) Veterans Work-Study is a job program for veterans attending school 3/4 time and receiving Chapter 30, 31, 32, 33, 35, 106, 903 Veterans Benefits. Under this program, veterans may work up to 250 hours per four month contract and will be paid the federal minimum wage which is tax exempt. The entire salary is covered through the Veteran Administration, and the work must be veteran related.

1. Any questions regarding Veterans Work-Study should be directed to the UND Veteran Services Office (701) 777-3363.

• Special Types of Employment

1. Information concerning Head Residents, Resident Assistants, Graduate Teaching Assistantships (GTA's) and/or departmental traineeships is available by contacting the respective department responsible for selection.

Equal Opportunity and Veteran’s Preference

UND is an Equal Opportunity and Affirmative Action employer. The Equal Employment Opportunity Program is also applicable to student employees. In general, each applicant should be evaluated based on qualifications and job related criteria. The Student Financial Aid Office reaffirms the University's commitment to the policy that no employer may discriminate on the basis of color, sex, creed, national origin, age, disability, sexual orientation or veteran's status in employment practices. In addition, according to State Law 37-01-31, veterans of the armed forces of the United States "shall be preferred for appointment to each public department."

Nepotism

The University's objective is to eliminate discrimination in appointments, promotions, wages, hours or other conditions of employment. It is not the intent of this policy to encourage or discourage the employment of relatives within the same unit, but rather to emphasize the concept that the selection of personnel shall be solely on the basis of merit. No employer, however, may hire a close relative in the same department (see Nepotism ND Code 44-04-09). Close relatives are defined as: brother, sister, husband, wife, son or daughter. In such instances, all final decisions on student appointments shall be referred to the Director, Student Financial Aid.

Initial Hire

The employing department decides which student applicant best fits their specific job requirements. No student will be denied employment or subjected to different treatment because of race, sex, color, ethnic background, religion or disability. No applicant for a Federal Work-Study or Institutional Employment position should be considered for a student work position unless eligibility has been verified through the online student employment system (JobX). This is the department's assurance that the applicant is certified and eligible for student employment.

Do not make assumptions regarding student eligibility for Federal Work-Study or Institutional Employment. Employers must not hire a student or have a student begin working before the student's eligibility has been determined by the Student Financial Aid Office through JobX

After the job offer has been made to the applicant of your choice and (s)he has accepted, the appropriate forms should be completed for Payroll. After all positions for each job title are filled, notify the Student Financial Aid Office (7-4411) and the job posting will be pulled. Up-to-date job board benefits both the student applicant and the employer.

Employer's Obligation

The employer is obligated to be honest and straightforward when offering a job to a student. Only make commitments which may be honored.

Consider whether the student's class schedule will coincide with the needed work schedule before promising the job to a student.

Follow the guidelines pertaining to job classifications and wage scales. If questions arise regarding a pay rate, clarify it with the Student Financial Aid Office before committing a wage to the student.

When dealing with a Federal Work-Study applicant, it may be determined immediately that the student will be unable to reach his/her earnings limit if hired by the department. For example, the student hired may have an earnings limit of $1,500, while only $900 remains uncommitted in your Department Ceiling. In this instance, the department has the option to revise the student's appointment funding source, and pick up the remaining portion of the student's earnings limit through their Institutional Employment funds, if available. In another example, the student's class schedule may conflict with your office hours and you may not be able to schedule enough work hours for the student to reach his/her earnings limit. In both cases, inform the student of the situation. The student has these options:

1. Continue looking for a job which (s)he could reach the earnings limit.
2. Look for a second job at which the remaining amount could be earned. When students are employed by more than one department on campus, it is the responsibility of the employers to coordinate hours worked and student earnings. If the student works more than 40 hours per week, the departments will share the overtime cost.
3. Check with the Student Financial Aid Office about replacing the estimated unearned balance through some other type of financial aid.
4. Accept the job offer as it is.

The student has the right to make his/her decision about a job offer based on all of the currently available facts.

Student Responsibilities

During the interview or new student orientation, the employer is responsible for ensuring each new employee fully understands his or her responsibilities. Topics should include:

• Scheduling
• Reliability
• Punctuality
• Confidentiality
• Dress Code
• Job Performance Standards

Rehiring a Student

Departments have the option of re-hiring returning student employees with each new semester. The student does not need to reapply for the job, and the job does not need to be listed online (unless hiring new students not previously employed by the hiring department.)

Regardless of how long the student has been employed, it can not be assumed they are eligible for a Federal Work-Study or Institutional Employment position until after eligibility has been verified through the online student employment system (JobX). This is the department's assurance that the applicant is certified and eligible for student employment.

Completion of the Necessary Forms for Hiring a Student

Appointment Revisions

Departmental Funding Request Form FY12

There is no additional funding available for 2011-12 at this time.  Funding requests will be reviewed again in February 2012.

View Dynamic Forms Instructions

Student Level III Wage Justification Form

Forms Examples:

• Student Employee Evaluation Report
• Federal Work Study Program Record of Earnings
• Student Employment Earnings Control Sheet